2023-09-20 Meeting notes

The meeting recording is available for download in the OT Shared Google Folder, which you can access using this link: https://drive.google.com/file/d/1Z5vutRQhR0lE0W-7TijjjvCz1_pjbDs7/view?usp=drive_link

Updates - from All-Chairs, Leadership Group, etc.

• Provide updates from other SILS meetings

9 minutes

Jackie/Team

• AC update (Caitlin)

  • looking into Signature Success Program - asked for “beefs”

  • Renewal Negotiation Team is also looking into the same question

    • meets Tuesday 9/26/23

  • Document will be shared when the investigation is complete

• LG update (Lynne)

  • no VC yet

  • currently reviewing workplan

    • Primo VE response time is being de-escalated from critical status

  • discussed having a Town Hall

  • currently updating their charge

• Town Hall (Jackie)

  • have 2 per year (January and June)

    • mid- fiscal year January Town Hall round table update will be with chairs providing updates, more “state of the union” type of update - owned by OT

    • June Town Hall would be owned and presented by LG

  • collect talking points in the upcoming weeks for a January Town Hall

  • will present this recommended plan to hold 2 Town Halls per year to LG - voted to endorse this plan

• voted to recommend to LG the plan to hold two Town Halls per year: January in addition to June

Q & A Session - Including Questions on Slack since last meeting

• Any questions from the team?

• Questions from Slack?

6 minutes

Team

• Update from Jeremy on MFA and Alma/Primo (Jeremy) - just an update that a request to turn this on has occurred

• Invoice payment confirmations in Alma (Jeremy)

  • input from Lakshmi provided in Slack - question resolved

• AFN items cannot circulate in offline mode

• GRLN question from Greg - will discuss in later agenda item

Topics or questions for the Ex Libris Support Meeting

• Ex Libris Support Meeting Agendas & Notes

• Any topics or questions that should be addressed at the next monthly Ex Libris Support Meeting?

• Ticket roundup?

11 minutes

Jackie/ Team

• ExL Support Meeting recap (last meeting was 9/15/23)

  • Items from the 9/15/23 meeting touched upon (updates from Caitlin and Sarah)

    • would still like to see the progress of refresh jobs - ExL will continue to have this available

    • CJK issues resolved

    • API threshold is actually 2000

    • briefly touched upon tickets listed in the notes

    • NZ PT ordering did not originally work, issue related to the way in which the institution names information is input into the system

      • ExL stated this is a “cosmetic issue” (see item #2 in the tickets section of the 9/15/23 notes for further details)

      • the issue is essentially due to bad database design

      • may need to make further changes

        • possibly adjust the Primo URL

      • currently being investigated by Gem

      • ExL response offered 2 options - we may not need to pay attention to this

        • summation of the proposed solutions by Gem thus far:

          • if we changed the names for branding purposes and change the domain, then we would need to pay attention to this issue

          • however, if we’re just changing these names for another purpose, then this is not an issue we need to pay attention to

ExL issues related to System Administration and IZ/NZ

• Information from AC meeting sent via Slack to be discussed at this meeting: 2023-09-12 All Chairs Meeting notes

• Discuss areas of improvement

17 minutes

Jackie

• Original document for reference: All Chairs - Sept 2023 Top "Beefs"

• SILS OT “Beefs”

  • members took a few moments to skim the documents

  • members added items to the document and reviewed the items as a group

  • Caitlin highlighted main points and added a summation at the end for clarity

  • will revisit in AC

  • continue to add to this document and discuss in Slack

GRLN (Gender Recognition Lived Name)

• Discuss all areas that will be affected by the new lived name policies

10 minutes

Jackie/Team

• Compliance by December 2023

• biggest impact: user loads

• Fulfilment request uses legal name (first name last name)

  • doesn’t use preferred name

• How is everyone planning to handle this?

  • UCSD: campus system uses their preferred name, which is used for everything; no gender information in Alma either

  • UCSF: preferred name populates first in Alma

  • UCB: preferred name is populating first in Alma; starting to change to this in the campus system soon too

  • UCSC: has not yet been able to discuss locally

  • absence of a preferred name will default to the legal name

• question regarding Aeon - separate system

  • has there been a coordination with Aeon at each campus?

• add to next agenda

• Jackie will compile a document and send to SILS OT members before the next meeting

Pending projects / materials:

FYI updates on anything we’re waiting for

0 mins

Team

• Update from Tom on CAP program - how to access

• Data Forms Privacy - revisit after data policy and privacy project team recommendations have been published

Review/Update OT Workplan

• Follow-up discussion on review/update to the OT Workplan from OT-SC meeting

0 mins

Jackie/ Team

• Training Documentation Hub update from Jackie?

• table for next meeting

Executive Session

Private discussion as needed

0 mins

Parking Lot

Capture important topics for future discussion

0 mins

• Taking the Temperature Survey

  • Discuss Responses from Survey, particularly the What worries you? and What are you most excited about? sections

  • incorporate into the reboot

• Upcoming Reindexing Release (August 2023)

53 minutes